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Size support agents needed from ticket volume and productivity

  • For FP&A and financial analysts
  • You practice Setting limits and rules
  • Time about 5 minutes
  • Level Intermediate

About this exercise

You're sizing the support team for next quarter. Write a prompt for plain text with lines starting "Agents needed:", "Current agents:", "Gap:" and "Monthly cost of gap:", each with the math. Round agents needed up to a whole agent. Don't mention automation, chatbots or overtime. Under 60 words. No bullets or numbering.

Common mistakes when you ask AI for this

  • Reducing volume by the chatbot. The AI cuts volume 15% and needs 10.2 agents. Try: Add: "Do not mention chatbots, automation or overtime; use the forecast as given."
  • No rounding. The AI shows a decimal gap. Try: Say: "Round agents needed up to a whole agent."
  • Cost of the wrong gap. The AI multiplies the total team by the cost. Try: Add: "Monthly cost of gap = gap x $6,000."
  • Markdown extras. The AI adds bold labels, headings and a closing note. Try: Say: "Plain text, no bold. Output only the lines asked for."
  • Trusting the AI to count words. AI is bad at counting and runs past word limits. Try: Ask for fewer words than the real cap and keep each line short.

What a strong prompt includes

  • Names the four lines
  • Gives the formula
  • Asks to round up
  • Bans the hopes
  • Caps length

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